Add a New Patient Referral
This section guides you through adding a new referral by entering patient demographics, referring and PCP details, insurance information, urgency level, and sales assignment. Once all required fields are completed, you can create or cancel the patient record.
From the main menu, click on “Referral Intake.”
Click the “Add New Referral” button.
Fill out the form to add a new patient
1. Enter Patient Demographics
Overview - This section captures the patient’s essential personal and contact information. Here, you can enter details such as the patient’s full name, middle initial, date of birth, and sex. You can also specify their marital and employment status, as well as primary and secondary phone numbers and email address for communication.
Additionally, you can provide complete address information—including street address, city, state, ZIP code, and address type. This ensures that the patient’s profile is fully accurate and up to date for all clinical, administrative, and communication needs.
2.Referring Information (Practice & Physician)
1. Referring Information
Overview - This section allows you to record all details related to the provider or facility that referred the patient. You can enter the referring practice, referral dates, contact numbers, referral ID, and the referring physician’s information, including their NPI. This ensures accurate tracking of where the referral originated from and who initiated it.
Auto-Population of Practice Name
In the Referral Source field, you can either add a new practice or choose an existing one from the CRM list. Once you select a practice, its details—such as the referring provider name—will be automatically populated into the referral information section. This ensures quick, accurate, and consistent data entry.
Adding or Selecting a Referring Physician
You can either enter the physician’s details manually or choose to add a new physician to the selected practice. If you click Add New Physician to Practice, a form will appear where you can fill in the required information and save it. This ensures the physician is properly added and linked to the practice.
2. Patient’s Primary Care Physician (PCP)
Overview - Here, you can document the patient’s primary care physician. Select the PCP practice from the CRM, and the related fields—such as practice name, phone, and fax—will populate accordingly. You may also enter the physician’s NPI and choose the PCP from the practice list. If the referring provider is also the PCP, you can simply check the option to duplicate those details automatically.CP Information Notification
After checking, a highlighted box will appear with the message:
“PCP information will be copied from the referring physician details above.”
Auto-Population of PCP Practice Name
Choose the PCP practice from the available list. Once selected, the PCP Practice Name field will automatically update to display the name of the chosen practice.
Adding or Selecting a PCP Physician
If the PCP physician you need is not listed, you can add a new one.
Select “Add New PCP to Practice” to open the form, then enter the physician’s details such as name, phone number, email, specialty, and NPI number.
Once the information is filled in, click “Add PCP” to save the new physician to the selected practice.
3. Enter Insurance Information
Overview – This section allows you to enter and manage the patient’s insurance coverage details. You can add the primary insurance provider, policy number, group number (if applicable), and the subscriber’s information. Once the required fields are filled in, you can use the Verify button to instantly check coverage through real-time verification. This helps ensure that the patient’s insurance is active and accurate before proceeding with their care.
How to Add Insurance
To add another insurance entry, simply click the Add Insurance button. This allows you to enter additional insurance details—such as secondary or tertiary coverage—following the same format as the primary insurance section.4.Urgency & Assignment
4. Urgency & Assignment
Overview - This section allows you to set the priority level of the referral and assign it to the appropriate sales representative. You can briefly describe the reason for the referral, choose how urgent it is (e.g., Routine, High Priority), and select the sales representative responsible for handling it. This helps ensure timely follow-up and clear ownership of each referral.
5. Clinical Information Overview
Overview - This section captures essential clinical details related to the patient’s condition or wound. You can begin by selecting the Wound Type/Reason, which then enables you to choose the appropriate Location Category and Specific Location based on the wound type. Additionally, you can enter the Date of Condition/Illness, indicating when the issue first began. This information helps ensure accurate assessment, documentation, and treatment planning.
6. Condition & Accident Information
Ovierview - Use this section to specify whether the patient’s condition is related to employment or any type of accident. If the condition is linked to an auto accident, select the state where the accident occurred. Additionally, under Billing Preferences, you can indicate if the patient agrees to assign insurance benefits directly to the provider.
Warning: You won't be able to create a patient record unless all required fields are completed. Please ensure all mandatory information is provided before submitting the form.
